3.1 PERSONNEL FOLDERS .docx

ARTICLE 3.1 PERSONNEL FOLDERS A. Confidentiality of Personnel Records and Review of Personnel Folder Employee personnel records are confidential, and access to those records is limited to individuals with a legitimate business purpose to review the records. In addition, an employee shall be entitl...

ARTICLE 3.1 PERSONNEL FOLDERS A. Confidentiality of Personnel Records and Review of Personnel Folder Employee personnel records are confidential, and access to those records is limited to individuals with a legitimate business purpose to review the records. In addition, an employee shall be entitled to review the contents of his/her official departmental personnel folder, including electronic files, in accordance with the provisions of Government Code Section 3306.5. An employee shall be provided a copy of all documents, free of charge, before such documents are forwarded for inclusion in the official departmental personnel folder. Prior to forwarding documents for inclusion in the departmental personnel folder, the employee shall sign the documents indicating the employee is aware of such documents in accordance with the provisions of Government Code Section 3305. If the employee refuses to sign a document, the word “Refused” shall be written by a supervisor, and the date and supervisor’s name should be noted on the document, and the fact of the refusal shall be signed or initialed by the involved employee. Note: This is intended to apply to documents such as the Standards Based Assessment, commendations, correspondence, etc. It is not intended to apply to documents such as the Form General 41 that are completed for payroll, adjustments in anniversary dates, vacation, etc., or notes and documents in support of such changes. Any question as to an employee’s entitlement to a copy of a document free of charge shall be resolved by the Commanding Officer, Personnel Division, whose decision shall be final. 9 MOU24-22 B. Obtaining Copies of Documents in Personnel Folder 1. In all cases where an employee wishes to obtain copies of documents in the employee's official departmental personnel folder, the employee shall adhere to the procedure set forth below. If the requested document is available in an electronic format, the employee shall be provided an electronic copy, free of charge, via Department email. If the document is not available in an electronic format, the employee shall bear the cost of having copies made pursuant to Administrative Code Section 22.262. 2. Procedure: a. The employee shall submit a written request to the Records Unit, Personnel Division, indicating the specific documents to be copied. At the employee's option, the employee may include a telephone number and/or email address where the employee can receive notification if it is determined the request will take more than three working days to complete. b. Records Unit personnel shall have three working days following receipt of the request to complete the work but may require a longer period of time if extensive copying is requested. c. If an employee believes the request is of an emergency nature and should be processed immediately, the employee shall state this in writing. The Commanding Officer, Personnel Division, shall make the final determination of whether or not the request is of an emergency nature. In making such a determination, consideration shall be given to the purpose or use of the copies requested, the availability of staff to complete the request, and other work pending of a priority nature.